Probate Lead Sources: From Courthouse to CRM in 48 Hours
Map a filed case to a clean, actionable record fast—without bad data or wasted time.
Why Speed + Accuracy Matter
- Faster intake means earlier conversations with decision‑makers and better outcomes.
- Data hygiene protects your brand and reduces return‑to‑sender and wrong‑number rates.
Intake to Delivery in 6 Steps
Pull filed cases from the courthouse with key fields: PR, case #, address if available.
Append contact info, relationships, property details, and basic comps.
De‑dupe, validate addresses, and confirm phones/emails; flag gaps.
Prioritize by authority issued, vacancy, equity/condition, and distance.
Push clean records to your CRM with owner, stage, and next steps.
Log outcomes, bounces, and feedback to improve the next batch.
48‑Hour Playbook
- Day 0: pull filings and create an intake sheet; assign enrich/verify tasks.
- Day 1 AM: complete enrichment; verify contact and address; score motivation.
- Day 1 PM: import to CRM; create tasks and a simple letter batch.
- Day 2 AM: mail letters; call PR for quick introduction; log outcomes.
- Day 2 PM: schedule follow‑ups and tag issues to fix in the next run.
First Contact Scripts
Intro: “I help families sell property during probate. Not calling to list—happy to share a short checklist and options when you’re ready.”
Verification: “Is this still the best mailing address for simple info?”
Assets
- Intake template (case fields, PR, property, notes).
- Validation checklist (de‑dupe, NCOA, phone/email checks).
- Data dictionary so teams map fields consistently to CRM.
Targets
- 48‑hour SLA from filing to CRM task creation.
- Bounce rate under 8% for letters; under 12% for phones (first pass).
Want help turning this into action?
Get courthouse‑sourced leads and an intake kit—templates, checklists, and scoring—to move fast with quality.